Office Services Supervisor jobs in Pocatello, ID

Office Services Supervisor 1, College of Pharmacy (3140)
Pocatello - Main

Institution Information

Idaho State University, established in 1901, is a Carnegie-classified doctoral research and teaching institution, with a culture built on trust, compassion, stability, and hope. ISU serves over 12,000 students in Pocatello, Meridian, Twin Falls, and Idaho Falls. Students and faculty at ISU are leading the way in cutting-edge research and innovative solutions. We are proud to offer exceptional academics nestled in the grand, natural beauty of the West. We invite you to apply to be a part of our University community!

Job Description

To supervise an office support unit; hire, train and evaluate support staff; plan, coordinate, and oversee the day-to-day operations; perform a wide variety of secretarial and/or office administration support functions; perform related work.

The successful candidate is a key managerial position within the College of Pharmacy, tasked with leading the office support unit to ensure efficient operations in the Dean's Office. Responsibilities include administrative support, budget oversight, event planning, and acting as a liaison with external partners. This role is crucial for managing the Dean's extensive scheduling requirements, arranging travel, and overseeing logistical preparations. Additionally, the incumbent is responsible for compiling meeting agendas, coordinating materials, and ensuring both the Dean and meeting participants are prepared, including taking and tracking minutes and follow-up actions. This position demands a proactive, organized approach to support the Dean's broad range of activities and commitments.

Key Responsibilities

• Supervision and Team Management (30%): Supervise an office support unit by hiring, training, and evaluating support staff. Plan, coordinate, and oversee the day-to-day operations to ensure the smooth running of the office. Act as a mentor and guide for the team, fostering a productive and positive work environment.
• Budget Management(15%): Assist with managing the budgetary and financial operations for the Dean's Office, including the preparation of financial reports, budget submissions, and tracking of expenditures. Collaborate with the University Budget Office for resource allocation and financial planning.
• Event and Meeting Coordination (15%): Assist in the planning and coordination of college events and meetings, ensuring alignment with college objectives and efficient resource use. Manage the Dean's calendar and coordinate logistics for various college activities.
• Administrative and Policy Support (20%): Offer extensive administrative assistance to the Dean, encompassing the evaluation, organization, and prioritization of their schedule and travel accommodations. This also involves the collection and preparation of background materials and briefings, monitoring the progress of action items, and consolidating information to allow sufficient time for review. The role ensures the Dean is equipped with necessary documents and materials for each engagement, and also guarantees that all meeting attendees are well-prepared to achieve the objectives set forth, including the accurate recording of minutes.
• Facilities and Space Management (10%): Oversee facilities management in Pocatello, including space allocation, maintenance, and renovation projects. Coordinate logistics for the relocation of personnel and materials, and manage inventory processes.
• Communication and Liaison Duties (10%): Serve as the primary point of contact for both internal and external stakeholders, maintaining open lines of communication. Ensure the Dean's Office is accessible, and effectively manage office documentation and records.

Minimum Qualifications
 
Good knowledge of:

• Office support functions.

Some knowledge of:

• Supervisory practices.

Experience:

• Interpreting, applying and explaining complex information such as regulations, policies or services.
• Independently solving problems/performing liaison activities to deal with individuals or resolve conflicts in a work setting.

ISU minimum for this classification is $17.67/hour. Benefits include comprehensive health, dental, and vision; life insurance; disability plan; employee assistance program (EAP); excellent retirement options and company contribution; and generous paid time off/sick leave accrual. To be considered for this opportunity, apply by midnight on April 28, 2024. All offers of employment are conditional pending the successful completion of a background investigation, provided by HireRight.

Posting Number: req2200
Type: Working 12 months per year
Position: Classified Staff
Division: Division of Health Sciences

The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws.

The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (TTY/TTD: 711), or email ada.coordinator@dhr.idaho.gov.

Preference may be given to veterans who qualify under state and federal laws and regulations.

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